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The GL Account Record is where the Account specific information for each of the GL Accounts resides in the system.  Once you have opened a GL Account Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, the Transactions, and Report Settings tabs are available to users.  To create a new GL Account, please see the Add a New GL Account training.


Click the following link to download an example General Ledger populated with recommended Account Names, Account Numbers, Cash Flow Categories, Operational Reports Categories, and Parent Account from the National Restaurant Association (NRA):


NRA Example General Ledger


General


The General tab is where the Account Name and Number are entered, and where other Account settings can be managed.


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1) Account Name - Each Account must have a unique name in Restaurant365.  The Account Name can be entered and managed in this field.  If a duplicate name is entered a warning will display notifying the user that the current name already exists in the system


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2) Account Number - Similarly to Account Name, each Account must have a unique Number in Restaurant365.  The Account Number can be entered and managed in this field.  If a duplicate number is entered a warning will display notifying the user that the current number already exists in the system


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3) Parent Account - In this selector, the user can choose the Parent Account that this GL Account will point to.  This is not a required field.  Click here for more information on Parent Accounts & Child Accounts


4) GL Type - In this selector, the user must choose the GL Type for this GL Account.  This is a required field.  GL Types can be customized and are used in sorting and displaying information on the Balance Sheet and P&L reports.  Click here for more information on GL Types


5) Disable Entry (subtotal only) - This checkbox will determine if this account is available when selecting Accounts throughout the AP processes in the system.  If an Account is marked as Disable Entry, it will not appear as a selectable account on AP Invoices screens.  Click here for more information on Disable Entry


6) Available To Managers - This checkbox will determine if non-Accounting users (Users with the security role of Restaurant Manager) will be able to select this GL Account when entering Invoices, or recording Paid Outs on the Daily Sales Summary (DSS) report.  If left unchecked, only users with access to the Accounting Module will be able to see, and select the GL Account.  As a best practice, Cost (including COGS) and Expense Accounts should be made Available to Managers.  Click here for more information on Available To Managers


7) Description - This is an open text field that can be used to provide an Account Description, or for other sorting needs


8) Operations Reports Category - In this selector, the user chooses the Operational Report Category for this GL Account.  Operational Reports Categories are important as the Operational Reports in My Reports utilize these category tags when calculating numbers on the various Operational Reports.  It is recommended that all P&L Accounts have an Operational Report Category assigned to them.  

        

  • Note: This selector will only appear when a GL Type with the Financial Report setting of 'Profit & Loss' is selected in the GL Type selector above (4).  If the GL Account is a Balance Sheet Account (and therefor has a GL Type that has the Financial Report setting of 'Balance Sheet') this selector will not appear.  Operational Reports Categories are not customizable.  Click here for more information on Operational Reports Categories


Operations Reports Categories in Restaurant365 are as follows:

  • Sales - Food
  • Sales - N/A Beverage
  • Sales - Liquor
  • Sales - Beer
  • Sales - Wine
  • Sales - Retail/Other
  • Sales - General
  • Discount (exclude from sales)
  • COGS - Food
  • COGS - N/A Beverage
  • COGS - Liquor
  • COGS - Beer
  • COGS - Wine
  • COGS - Retail/Other
  • COGS - General
  • Labor - FOH
  • Labor - BOH
  • Labor - Salaried
  • Labor - General
  • Other Key Controllable


9) Is Bank Account - This checkbox is to specify if the GL Account is a Bank Account (an Account that will be made available in the Bank Accounts List View, as well as the Bank Activity / Reconciliation screens).  


  • Note: this checkbox will only appear when a GL Type with the Financial Report setting of 'Balance Sheet' is selected in the GL Type selector above (4).  If the GL Account is a Profit & Loss Account (and therefor has a GL Type that has the Financial Report setting of 'Profit & Loss') this checkbox will not appear.  When selected, Bank Account details appear on the GL Account Record. Click here for more information on Bank Accounts


Transactions


The Transactions tab will display all of the transactions that have posted to this GL Account.


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Report Settings


On the Report Settings tab, Users can specify additional report settings for the GL Account, including the option to Show Running Total, and assigning the Cash Flow Category


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1) Percent Of (see Percent Of section below for examples):

  • None - The default selection for Percent Of is None.  On the Financial Report this GL Account will not have any additional calculations performed/results displayed
  • Type - To display the GL Account balance as a percent of a selected GL Type, select Type in the selector, which will then reveal another selector containing all of the respective (Balance Sheet or P&L) GL Types
  • Account - To display the GL Account balance as a percent of a selected GL Account, select Account in the selector, which will then reveal another selector containing all of the respective (Balance Sheet or P&L) GL Accounts


2) Show Running Total (see Show Running Total section below for examples)This checkbox adds an additional line under the GL Account line item on financial reports.  There are three options for Running Totals

  • None - The default selection for Show Running Total is None.  On the Financial Report this GL Account will not have any additional calculations performed/results displayed for the Running Total line
  • Type - To display the GL Account balance as a Running Total of a selected GL Type, select Type in the selector, which will then reveal another selector containing all of the respective (Balance Sheet or P&L) GL Types
  • Account - To display the GL Account balance as a Running Total of a selected GL Account, select Account in the selector, which will then reveal another selector containing all of the respective (Balance Sheet or P&L) GL Accounts


3) Cash Flow Category - The Cash Flow Category selector allows the user to choose the corresponding Cash Flow Category for all Balance Sheet accounts.  P&L Accounts should not have Cash Flow Categories assigned to them.  Cash Flow Categories are not customizable.  Cash Flow Categories in Restaurant365 are as follows:

  • Operating – Depreciation & Amortization Expense
  • Operating – Gain/Loss From Sale Of Assets
  • Operating – Non-cash Current Assets & Liabilities
  • Investing – Long Term Assets
  • Financing – Long Term Liabilities
  • Financing – Equity
  • Cash Account


Report Settings Example


To demonstrate the differences in output from the various options on the Report Settings tab, below we have an Example GL Account called EXAMPLE Account.  In this example the EXAMPLE Account is part of the P&L Report, carrying the Sales GL Type.  In the first screenshot below the General tab, as well as the Report Settings tab are present, showing that the account has no Parent Account, and no specific Report Settings.  In it's current state, the EXAMPLE Account will appear on the P&L as shown immediately to the right in our screenshot below (Note: if the Account had a GL Type that resided in the Balance Sheet, in would appear on the Balance Sheet).  Specifically we see that the '% Based On' column says 'Net Sales' as do all other GL Accounts in the Sales GL Type.


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Percent Of Examples


For each option in Percent Of, the Report Settings will be displayed, along with the corresponding output on the Financial Report for that setting.  The options found under the Percent Of selector are as follows:

  • None - When None is selected, as in the screenshot above, there are no special calculations that occur on the Financial Reports for this Account


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  • Type - When Percent Of is set to Type, the user can specify a GL Type that resides on the respective Financial Report (P&L or Balance Sheet).  Selecting Type displays the Type selector.  The result on the Financial Report is the value in the '% Based On' column will now display 'Type: GL Type' with the selected GL Type replacing GL Type.


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  • Account - When Percent Of is set to Account, the user can specify a GL Account that resides on the respective Financial Report (P&L or Balance Sheet).  Selecting Account displays the Account selector.  The result on the Financial Report is the value in the '% Based On' column will now display 'Account: GL Account' with the selected GL Account replacing GL Account.


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Show Running Total Examples


For each option in Show Running Total, the Report Settings will be displayed, along with the corresponding output on the Financial Report for that setting.  The options found under the Show Running Total selector are as follows:


  • None - As Show Running Total is a checkbox, when checked (enabled) a new field appears where the user can specify a Running Total Label.  By checking Show Running Total, a new line item will appear on the Financial Report below the original GL Account line item.  This field allows the user to name that new line item.  The value in the '% Based On' column remains the same as all other GL Accounts with the respective GL Type


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  • Type - When Running Total Percent Of is set to Type, as with the Percent Of options above, the user can specify a GL Type that resides on the respective Financial Report (P&L or Balance Sheet).  Selecting Type displays the Type selector.  The result on the Financial Report is the value in the '% Based On' column will now display 'Type: GL Type' with the selected GL Type replacing GL Type.


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  • Account - When Running Total Percent Of is set to Account, as with the Percent Of options above, the user can specify a GL Account that resides on the respective Financial Report (P&L or Balance Sheet).  Selecting Account displays the Account selector.  The result on the Financial Report is the value in the '% Based On' column will now display 'Account: GL Account' with the selected GL Account replacing GL Account.


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